Module 14 - Housing And Registration Week 8 Mmorrill

Front 1

What technology is needed for advance registration?

Back 1

Computer
Database software
Access to the internet

Front 2

Advantages of advance registration

Back 2

Great marketing opportunity
Avoids waiting in line on site
Guarantees tickets to something that may be sold out.
More information creates more event interest

Front 3

Disadvantages of advance registration

Back 3

flawed databases / systems lead to frustration

Front 4

Advance registration requires an announcement. What are the contents of this?

Back 4

How/Who to register
Credentials
Fee(s), Materials and amenities, payment procedures
Deadline dates
xld, refund policies
Date items mailed
Special needs info
Onsite registration and hours

Front 5

What is the information to collect on the registration form?

Back 5

Attendee contact info
Badge info
Special needs

Front 6

What info to convey on the registration form?

Back 6

- Attendee demographics
- Event registration info
- Fees/payment info
- Event info and registration instructions
- Housing options and reservation instructions

Front 7

How are pre-registrations accepted?

Back 7

Mail, Fax, Phone, internet

Pre-registration should be acknowledged quickly.

Front 8

What are the advantages of online registration?

Back 8

85% of planners use online registration.
- Data accuracy & completeness
- Use of smart forms
- Ability to update in real time
- Ease of financial transactions
- Combine registration w/travel arrangements

Front 9

What is an ASP?

Back 9

Application Service Providers are online registration companies offering customizable registration forms, secure sites, credit card transaction processing and automated confirmations.

Front 10

What are the advantages to using an ASP?

Back 10

- Forms allow for pre-populated data.
- Forms allow for data changes
- Forms available 24/7
- Customizable forms and scheduling
- Immediate confirmation
- Ability to book/research travel

Front 11

What are the key points of onsite set up/services of registration?

Back 11

- Control systems are needed for payment collection
- Registration area needs traffic-flow controls with w/flexibility in queuing for peak hours
- Consider staffing and traffic managers
- Organize service centers

Front 12

What should registration packets include?

Back 12

Receipt
Name badge
Identifying color=coded inserts and/or ribbons
Function tickets
Final Program
Amenities/gifts

Front 13

What is lead retreival?

Back 13

lead retreival provides attendee information for sales leads and is helpful for CEUs.

Front 14

What are types of lead retreival?

Back 14

1. Credit card badges: embossed plastic cards where exhibitors imprint the card
2. Mag-stripe: magnetic strip on badge or card. Info is transferred digitally.
3. Bar codes: give 40 characters of info. Wand must touch the badge. OR 2D: up to 1800 characters, don't have to touch the badge.
4. Smart Cards: Records 16,000 bits of data. Automatically updates info.
5. RFID: Radio Frequency Identification. Can pick up the info within a range of distance.

Front 15

What are housing reservation methods?

Back 15

1. Attendees contact hotel directly
2. Organization negotiaes rate; attendee responds directly to hotel
3. Company manages housing thru internal staff management
4. Company uses CVB housing bureau
5. Company hires third party to manage housing needs.

Front 16

What is NCR?

Back 16

Carbonless multiple copies (to use for registration)

Front 17

What is the goal of both event organizers and venues for room block management?

Back 17

To maximize the number of heads in contracted beds.

Front 18

What are the factors affecting the number of rooms blocked?

Back 18

- Destination and geographical area
- Dates
- Program format
- Shoulder nights

Front 19

What are the types of room blocks?

Back 19

1. Event-contracted block (ECB): total block for the event
2. Sub-block: any group of rooms classified differently than or separated from the general attendee block within the ECB (exhibitors, staff, etc)
3. Peripheral Block: group of rooms outside the ECB reserved by a party that is present in the city as a result of the main event.

Front 20

For proper room block management, what are the dates to establish?

Back 20

A reservation review date, cut-off date, guarantee date, add to or release the rooms date.

Front 21

What happens in a failure to meet contracted room blocks?

Back 21

- Attrition fees
- Loss of leverage
- Lost concessions

Front 22

What is the bell curve for room blocks?

Back 22

The bell curve formula looks at the room block per night, expressed as a percentage of the peak night.

Typical Day
1 2 3 P P 6 7
3% 8% 58 100 100 79 5%

Front 23

What should reservation forms include?

Back 23

- Procedures and instructions for housing reservations
- Whether acknowledgment of reservations will be sent
- Rates and taxes
- accepted methods of payment
- special requests
- policies and deadlines regarding housing

Front 24

How is a housing provider selected?

Back 24

RFP to 3 suppliers. Ask:
Company's history
staffing levels
Management of blocks and sub-blocks
Cut-off date procedures
Technology capabilities
Reporting methods

Front 25

What are some incentives to get attendees to stay in the block?

Back 25

- Offer early bird rate
- Offer discounted rate on housing and registration
- Provide transportation to the host hotels
- Offer upgrades, complimentary rooms, and/or amenities to large groups.

Front 26

Why conduct a room audit?

Back 26

Establish a history
Avoid attrition
Correct miscoding of attendees
Determine correct percentage of ROCH (rooms outside contracted hotels)

Front 27

When is the best time to conduct a room audit?

Back 27

The day after each of the conference's peak nights.

Front 28

What are the most common housing reports? (3)

Back 28

1. Summary of reservations confirmed by each hotel
2. Room pickup by day for each hotel
3. Rooming lists for designated sub-blocks

Front 29

After the event, what housing report is provided?

Back 29

A final pick up report - shows the number of rooms used.

Front 30

What is contingency planning for housing?

Back 30

establish a policy for last minute requests

Front 31

What are held-room guarantees for housing?

Back 31

reserving a small block for VIPs and other needs

Front 32

What is an advance deposit in housing considerations?

Back 32

require one night advance deposit to secure reservation.

Front 33

When looking at housing reports, what is important to note with variances?

Back 33

Reasons for variances, if they exist. (airline strike, bad weather, etc)

Front 34

How must online systems collect reservations?

Back 34

any e-commerce functions must utilize secure data encryption. The Secure Sockets Layer (SSL) protocol is the current standard and is integrated into all reputable online reservation systems.

Front 35

What is standard registration personnel for large events?

Back 35

1 person per 100 registrants.

Front 36

What are clauses to ensure are in the contract with hotels re: rooming?

Back 36

add a clause prohibiting the hotel from offering a lower rate to the general public.
In the event that attendees book at a lower rate, but in the same hotel, your contract should include a clause that credits those rooms.

Front 37

What is P+1?

Back 37

Parlor suite with one connecting room identified as single, double, or double/double

Front 38

What is P+2?

Back 38

Parlor suite with two connecting rooms identified as single, double, or double/double

Front 39

What are typical housing terms?

Back 39

- single: room for 1 person with 1 bed of single, queen or King
- Double: room for 2 pp with 1 bed of double, queen, or king
- Double/Double: Rm for 2pp with 2 beds of single or double
- Triple - 3 pp occupying a dbl/dbl room
- Quad: 4pp occupying a dbl/dbl room
- Parlor Suite: hotel living room, usually w/a hide-a-bed sofa, connected to an adjoining sleeping room.